2021-03-31-accounts

Management Committee Annual Review 2020/21

CHAIRMAN’S REPORT 20/21

Boidier Hurst saw a lot less activity during the year however the service crew made use of the time working within government guidelines and the campsite risk assessment throughout the COVID lock-down periods. Over the year, it was great to see nature finding its way back into the campsite with regular low-level sightings of buzzards and red kites.

A number of improvements have been possible through the period namely revamping the campfire circle by adding some additional benches and the building of a new campfire leaders chair. The benches outside of Royden House have been replaced and the car park fences removed and post and split rail created from our own timber, substituted. The fire break area has been opened up to allow more growth on the woodland floor and to prevent further closing-in of the tree canopies.

After a number of years of concern over the private 70 year old cast iron water main, I am pleased to report that in August a specialist water company installed underground 400 metres of plastic water pipe. This was carried out with the cooperation of our neighbours and ensures a water supply to the campsite for the future. Thanks to the service crew / committee members who organised this and coordinated the work expertly, resulting in the minimum amount of disturbance.

At last year’s campsite AGM it was suggested that wardens would benefit from being able to see the car park areas and the main gate from inside of Royden House. CCTV is now installed around the car parks with a separate screen in the lounge area of Royden. We look forward to receiving feedback once wardens as using Royden House again.

Regular grass cutting over the growing season has kept the site in good condition. We were pleased to see groups making use of the site for face to face meetings when Scout Association guidance allowed. 692 Scout visits were recorded from the districts on this basis. Also, as a special concession, leaders and their families were allowed to camp over the summer and 216 camp nights were logged which hopefully gave many the chance to escape to a special place for some family time amongst the uncertainty.

During the year 101 cancellations were processed with full refunds being returned. This created a large amount of additional work for our booking secretary Averill Laing and Treasurer Benita Middleton. Thanks go to both for handling this. Social restrictions required adaptation for the committee by relocating to Zoom for regular meetings and the AGM to keep the site running.

Despite the loss of free use of the campsite during the year, many positive steps have been made towards a smarter and a more secure campsite. We so look forward to welcoming back campers to Boidier Hurst.

Finally, a big thank you to the committee members, our auditor and keyholders for adapting to the changed conditions and especially to the service crew for many hours of work for the benefit of campsite users.

Colin Thomas Chairman of Boidier Hurst campsite management committee [e-mail]

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BOIDIER HURST SCOUT CAMP SITE MANAGEMENT COMMITTEE ANNUAL GENERAL MEETING 19[th] October 2021

AGENDA

1. Apologies for absence

2. 2 To consider and to approve the Minutes of the Annual General Meeting held on the 13th October, 2020.

3. To receive the report of the Chairman of the Management Committee for the year ended 31 March, 2021.

4. To consider and approve the accounts for the year ended 31 March, 2021.

5. To note the nominations to the Management Committee by Epsom and Ewell and Leatherhead District Scout Councils.

Epsom and Ewell – Paul Vlaeminck, Ian Smalley, Nigel Bird Leatherhead – John Humphreys, Samuel Baker and Oliver Thornton

1. To note the co-options to the Management Committee:

Benita Middleton – Leatherhead Angela Stevens - Leatherhead Shona Rose – Leatherhead Philip Raindle – Epsom and Ewell Colin Thomas – Epsom and Ewell

1. To approve the Chairman nominated by the District Commissioners.

Colin Thomas - Chairman, Management Committee.

1. To approve the Treasurer, nominated by the Management Committee:

Benita Middleton -Treasurer

1. To approve the appointment of Mike Reeves as Independent Examiner.

2. Chairman’s comments.

3. Any other business.

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BOIDIER HURST SCOUT CAMP SITE MANAGEMENT COMMITTEE MINUTES OF ANNUAL GENERAL MEETING HELD OVER ZOOM TUESDAY 13[TH] OCTOBER 2020

Present Colin Thomas – Chairman John Humphreys – Leatherhead Angela Stevens – Leatherhead Nigel Bird – Epsom & Ewell Paul Vlaeminck – Epsom & Ewell Angela Vlaeminck – Epsom & Ewell Malcolm McKee – Leatherhead Oliver Thornton – Leatherhead Averill Laing – Epsom & Ewell Fiona Page – Leatherhead Jay Arnold - Leatherhead Benita Middleton – Leatherhead

Apologies: Phil Raindle – Epsom & Ewell, Ian Smalley – Epsom& Ewell

1. The Chairman welcomed everyone to the meeting and noted that this was the first one to be held remotely over Zoom due to the COVID-19 pandemic

2. Minutes of the Annual General Meeting held 3[rd] October 2019 were approved. Proposed by John Humphreys & seconded by Averill Laing. The Chairman commented on progress on matters listed under item 13: Any other business.

3. a. The Bookings Secretary and Chairman had looked at the use of Online Scout Manager for campsite bookings but felt whilst some aspects were good it was currently not flexible enough for requirements.

4. b. The method of populating the Warden Rota had been centralised but nominated individual in Epsom & Ewell was not known

5. c. CCTV system focusing on the gate and sent to screen in Royden House had been installed and was working.

6. d. The request for a freezer for freezer blocks was on hold. This was to be part of rebuilding the transit shelter. However, this project was on hold due to shortage of funds due to the campsite closure.

7. e. The campsite survey has not been re-issued and is not relevant at the current time due to the site closure.

8. A copy of the Chairman’s report was issued as part of the Annual Report and circulated electronically to all committee members and also circulated to leaders and supporters in Leatherhead District. The Chairman gave a brief summary of progress over the year to 31[st] March 2020. Main achievements were the purchase of a wood mill which allows timber felled on site to be used for projects such as seats & tables outside the Manly Building and

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fencing of the service crew work area making the site safer. WiFi had also been installed in the Wardens hut giving the volunteer wardens access to the internet.

1. The accounts had been audited by Mike Reeves. There was a deficit of income over expenditure of £7,174.66 over the year. There was a drop in income of approximately £6,500 due to a reduction in Duke of Edinburgh fees of about £4,000, £300 less from Scout/Guides bookings and a double payment of the annual levy from Epsom & Ewell in the previous financial year. The deficit equated to the cost of the wood mill. The accounts were approved, proposed by Fiona Page and seconded by Angela Stevens.

2. Nominations to the Management Committee by Epsom & Ewell and Leatherhead District were noted:

Epsom & Ewell – Paul Vlaeminck, Ian Smalley and Nigel Bird Leatherhead –John Humphreys, Ian Watkinson & Oliver Thornton.

It was recorded that Epsom & Ewell had not yet held their AGM so the nominations had not been officially approved but had been checked.

1. The meeting noted the Management Committee co-options to the Management Committee of:-

Averill Laing – Epsom & Ewell Phil Raindle – Epsom & Ewell Colin Thomas – Epsom & Ewell Angela Stevens - Leatherhead Benita Middleton – Leatherhead

1. The meeting noted the nomination of Colin Thomas as Chairman by the District Commissioners of Epsom & Ewell and Leatherhead. Approved by Angela Vlaeminck, seconded by Fiona Page.

2. The meeting noted the Management Committee appointment of Benita Middleton as Treasurer and Minutes Secretary. Approved by John Humphreys and seconded by Angela Stevens.

3. The meeting gave the Committee its approval to the appointment of Mike Reeves as Independent Examiner of the accounts for financial year 2020 - 2021. Approved by Paul Vlaeminck and seconded by Averill Laing.

4. The Chairman expressed his thanks to members of the Management Committee and special thanks to the Boidier Hurst Service Crew for all their hard work on site. Special thanks also to the Thursday working parties for keeping the grass cut, the leaves blown away and for feeding the grass, all of which have contributed to the good state of the campsite. This has ensured that the site is in readiness for camping. It was noted that the mill had been a good investment.

5. Thanks were expressed to Colin Thomas for his leadership over the past year.

6. Any other business:

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• a. At last years AGM the Leatherhead District IT team – Samuel Baker & Andy Marlow volunteered to carry out a feasibility study to assess whether it would cover all aspects of bookings currently in place. This had not been done although an initial investigation indicated that it was not very suitable. To be revisited.

• b. It was suggested that more photos of the site needed to be taken and put on the website as it was looking very good at the present time.

• c. The attendees were reminded that a new Bookings Secretary was needed and that if anyone knew of a suitable candidate please let the committee know.

• d. The Wardens rota was not to be circulated until the Scout Association review in December.

• e. Duke of Edinburgh groups were visiting the site but not camping overnight. Face to face scouting meetings within the districts and outside were happening and the leader family group camping had proved popular. Wardens were not staying overnight and Royden House and the Manly Building were closed

• The meeting closed at 20:05h.

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BOIDIER HURST SCOUT CAMP SITE

MANAGEMENT COMMITTEE

ANNUAL ACCOUNTS 2020/21

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BOIDIER HURST SCOUT CAMP SITE TRUSTEES ANNUAL REPORT FOR THE PERIOD ENDED 31 MARCH 2021 The Trustees thank all those individuals who give up their tirne to supervise and improve the campsite throughout the year. The Trustees have a consKlerable combined experience through service in Scouting and utilise skills gained through vocation to ensure the campsite is managed appropriately. The Trustees are kept updated on Scout Associats"on policy matters and training is available as required. The Trustees have considered the risks to which the Committee I srte may be exposed to and have established systems to mitsJate consequences should an event occur. The Committee's policy on reserves is to hold a sufficient amount to allow ongoing maintenance of buildings and equipment and to provKle capital for gap funding between insurance value and replacement o)st should a claim arise. This contingency resetve would avoid liability falling directly onto District funds enabling use of the site to return to normal as soon as possible following an event. The Management Committee is appointed by the Scout Districts of Epsom and EV￿11 and Leatherhead and operates under the District Executives in accordance with the Policy. Organisation and Rules of the Scout Association. The aim of the Management Committee is to maintain and develop the facilFties of the site to develop the fijll potential of all young people in the District of Epsom and Ewell and Leathethead. and others using the site which will also benefrt their local communities. The accounts are presented on a receipts and payments basis consistent with previous years. Approved by the Trustees on 19 October 2021 and syned on their behaff by" Colin Thomas Chairman Benita Middleton T￿aSurer

REPORT AND ACCOUNTS FOR THE PERIOD ENDED 31 MARCH 2021.

TRUSTEES APPOINTMENT NAME EX-OFFICIO DISTRICT COMMISSIONER KARL NICHOLAS (EPSOM AND EWELL) DISTRICT COMMISSIONER MALCOLM McKEE (LEATHERHEAD) TRUSTEES CHAIRMAN COLIN THOMAS TREASURER BENITA MIDDLETON ANGELA STEVENS PAUL VLAEMINCK JOHN HUMPHREYS IAN SMALLEY OLIVER THORNTON NIGEL BIRD SITE WARDEN PHILIP RAINDLE BOOKING SECRETARY AVERILL LAING BANKERS : CAF Bank CHARITY REGISTRATION: 305713 CONTACT NAME COLIN THOMAS, AND ADDRESS: 12, THE LORNE, BOOKHAM, SURREY, KT23 4JZ

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Boidier Hurst Scout Campsite Receipts & Payments Account Summary For Year Ended 31 March 2021

Total receipts for Year Total payments for Year Net receipts (Payments) for the Year Cash Bank and Similar Funds b/f Cash Bank and Similar Funds c/f		Current Year	£80,789.63 £23,345.85 £57,443.78 £29,040.31 £86,484.09		Previous Year
					£24,746.84 £31,921.50 -£7,174.66 £36,214.97 £29,040.31

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Boidier Hurst Scout Campsite Receipts & Payments Account For Year Ended 31 March 2021

Receipts Camp Fees DoE Camp Fees Scouts Manly Building Day Visitors Group Levies Water main contribution Badge sales Bank Interest Grants Sundry Donations/Bequest Payments Administration Maintenance Fuel Development Equipment Electricity Water Insurance Gas Phone Security Sundry Refunds Badges		Current Year	£1,110.60 £261.00 £325.00 £0.00 £3,100.00 £4,304.00 £0.00 £99.89 £20,289.00 £51,300.14 £80,789.63 £276.22 £4,118.28 £556.68 £8,285.09 £796.78 £670.00 £241.21 £3,895.20 £0.00 £421.61 £1,853.40 £101.68 £2,129.70 £0.00 £23,345.85		Previous Year
					£11,257.36 £5,986.80 £3,564.00 £48.00 £3,100.00 £228.00 £143.08 £0.00 £419.60 £24,746.84 £338.10 £8,459.21 £4,126.75 £7,822.30 £905.74 £691.12 £3,475.60 £915.73 £466.36 £1,333.33 £2,042.62 £817.90 £526.74 £31,921.50

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Boidier Hurst Scout Campsite Monetary Assets

(Cash,Bank & similar funds) For Year Ended 31 March 2021

----- Start of picture text -----
Current Year Previous Year
Current Acc. £15,367.47 £8,083.58
Scout Association £21,056.62 £20,956.73
Cash in Hand £60.00
Redwood Bank £50,000.00
£86,484.09 £29,040.31
Other Monetary Assets.
Land & Buildings &
equipment £575,000.00 £575,000.00
Liabilities (Those due within 1 Yr.) Nil Nil
Liabilities (Those payable after 1
Yr.) Nil Nil
----- End of picture text -----

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